Job Description
Job DescriptionPosition Description: The Private Events Coordinator (the Coordinator) is responsible for marketing, recruiting, booking, managing, and execution of private events at the Alamo.
DUTIES, RESPONSIBILITIES & ESSENTIAL FUNCTIONS
Promotes the Alamo as a leading venue for corporate entities, military ceremonies, and social events such as rehearsal dinners, birthday parties, and wedding receptions
Assumes responsibility for maintaining effective business relations with private events clients and external stakeholders/vendors/consultants
Represents the Alamo with a high level of customer support
Responsible for generating revenue and increasing sales year over year
Reports on event rental revenue and develops plan for year over year improvement
Evaluates past events and identifies ways to improve
Demonstrates strong strategic thinking skills for current and future event sales, including new ideas and expansion of services
Oversees the entire process for all private events, from inquiry and contracting to logistics planning and event executionMaintains event database, including detailed client information, invoicing and payment processing, and event logisticsProfessionally responds to all private event inquiriesProvides guidance and vision recommendations for clients in a consultative manner regarding best practices, set-up, and trendsSchedules and leads site visits with clients, caterers, and other vendors as neededGenerates and executes facility use agreements with clients and coordinates change requests with ATI's legal teamCreates invoices and processes all payments for event rentalsCoordinates with other departments for the scheduling of required security, staffing, facilities and other event needsCoordinates with clients, vendors, and onsite staff to develop a day-of-event run-of-show and logistics planServes as the on-site point of contact for the duration of assigned private events, overseeing load-in, set-up, the event, tear-down and load-outManages systematic information-sharing of event needs and logistics through the master calendar and weekly event meetings with key departmentsAssists with Alamo events, both private and public, as neededProvides additional project management and event support, as directedREQUIRED QUALIFICATIONS
Bachelors Degree preferred, or commensurate experience in event management, food and beverage, sales and marketing, or related professional area
Exceptional customer service skills
Excellent writing, communication, interpersonal, and problem-solving skills
Proficiency in Word, Excel, PowerPoint, and Outlook
Ideal candidate will be a proactive self-starter who excels at working in a dynamic and changing environment with a passion for customer service
Ability to manage and/or contribute to a high volume and wide range of projects at any given time
Exceptional organizational skills and attention to detail
Excellent skills at creating thoughtful and analytical presentations
Demonstrated ability to manage the everyday details of a project while focusing on the highest quality result
Demonstrated excellence at quantitative analysis to create insight and support results
Ability to see the big picture and propose creative solutions
Ability to multi-task, work well in a high-profile environment, and remain calm under pressure
Strong team-orientation and professional, positive attitude
Outstanding academic and demonstrated professional performance
LANGUAGE SKILLS & EMPLOYMENT AUTHORIZATION
Must speak, read and write English
Additional fluency in other languages is beneficial
Must be able to provide documents establishing identity and eligibility to work in the United States.
GENERAL INFORMATION
This is a full-time position
Must be flexible - requires odd-hours work including nights and weekends
Dress code is business casual